How to Round Numbers in Excel without Formula?

If you’re looking to round numbers in Excel without using a formula, you’re in the right place. This guide will show you simple and straightforward methods to achieve this. Specifically, you can use the increase and decrease decimal features in Excel, which allow you to round numbers quickly and easily.

Why Round Numbers in Excel?

Rounding numbers in Excel is crucial for various reasons:

1. Simplification: Rounded numbers are easier to read and understand.
2. Presentation: Clean and rounded figures look more professional in reports and presentations.
3. Calculation: Rounding can sometimes help in avoiding overly complex calculations.

Methods to Round Numbers in Excel Without Using a Formula

1) Using Increase and Decrease Decimal Buttons

One of the easiest ways to round numbers in Excel without a formula is by using the Increase Decimal and Decrease Decimal buttons. Here is how you can use these buttons effectively:

Step 1: Open Your Excel File

• Open the Excel file where you want to round the numbers.

Step 2: Select the Cells

• Click and drag to select the cells containing the numbers you want to round.

Step 3: Locate the Decimal Buttons

• Go to the Home tab on the Excel ribbon.
• In the Number group, you will find the Increase Decimal and Decrease Decimal buttons.

Step 4: Use the Buttons

• Decrease Decimal: Click the Decrease Decimal button (represented by a button with a left-facing arrow and a decimal point) to reduce the number of decimal places.
• Increase Decimal: If you need to revert or adjust the rounding, use the Increase Decimal button (represented by a button with a right-facing arrow and a decimal point).

Example

Here’s an example to illustrate:

In the table above, you can see how the numbers change when you use the Decrease Decimal button.

Benefits of Using Decimal Buttons

1. Quick Adjustments: This method allows for very quick adjustments to the appearance of your numbers.
2. User-Friendly: No need to remember formulas or functions.
3. Reversible: You can easily increase the decimal places again if needed.

2) Utilizing Excel’s Format Cells Feature for Rounding Numbers

Another effective way to round numbers in Excel without using a formula is by employing the Format Cells feature. This method is particularly useful for formatting numbers in a professional manner for reporting and presentation purposes.

Step 1: Open Your Excel File

• Begin by opening the Excel file that contains the numbers you wish to round.

Step 2: Select the Cells

• Click and drag to highlight the cells that you want to round.

Step 3: Open the Format Cells Dialog Box

• Right-click on the selected cells and choose Format Cells from the context menu. Alternatively, you can press Ctrl+1 to open the Format Cells dialog box.

Step 4: Choose the Number Tab

• In the Format Cells dialog box, click on the Number tab.

Step 5: Select the Number Category

• In the Category list, select Number. This category allows for specific control over the number of decimal places displayed.

Step 6: Set the Decimal Places

• Adjust the Decimal places box to the desired number of decimal places. This setting controls how many decimal places will be displayed in the selected cells.

Step 7: Click OK

• Click OK to apply the changes.

Example

Here’s how this method works with a practical example:

In this table, you can see how the numbers change when the decimal places are adjusted using the Format Cells feature.

Benefits of Using Format Cells

1. Precision Control: You can precisely control the number of decimal places displayed.
2. Consistency: Ensures consistent presentation of numbers across different cells or sheets.
3. Versatility: Can be applied to different types of data, including currency, percentages, and more.

Combining Increase/Decrease Decimal with Format Cells

For even more versatility, you can combine the Increase/Decrease Decimal buttons with the Format Cells feature. This combination allows you to quickly round numbers for immediate tasks and then apply more precise formatting for final presentations.

Quick Tips

• Keyboard Shortcuts: Use Ctrl+Shift+1 for quick number formatting.
• Default Settings: Set up your default number format to save time.
• Custom Formatting: Utilize custom number formats for specialized requirements, such as rounding to the nearest hundred or thousand.

Advanced Rounding Techniques: Conditional Formatting and Custom Number Formats

In addition to the methods we’ve discussed, you can also use conditional formatting and custom number formats for rounding numbers in Excel. These advanced techniques offer more control and flexibility.

1) Using Conditional Formatting for Rounding

Conditional Formatting can be used to visually round numbers by changing their appearance based on specific criteria. While it doesn’t change the actual number, it alters how the number is displayed.

Step 1: Open Your Excel File

• Open the Excel file that contains the numbers you want to format.

Step 2: Select the Cells

• Highlight the cells that you want to apply conditional formatting to.

Step 3: Open the Conditional Formatting Menu

• Go to the Home tab.
• In the Styles group, click on Conditional Formatting.

Step 4: Create a New Rule

• Select New Rule from the dropdown menu.

Step 5: Use a Formula to Determine Formatting

• Choose Use a formula to determine which cells to format.
• Enter a formula that rounds the number, for example, =ROUND(A1, 1), but remember this is for display purposes only.

Step 6: Set the Format

• Click on Format and set how you want the rounded number to appear (e.g., set the number of decimal places).

Step 7: Apply the Rule

• Click OK to apply the rule.

Example

Note: In this table, the numbers are visually formatted to one decimal place through conditional formatting.

Benefits of Conditional Formatting

1. Visual Clarity: Enhances the readability of data.
2. Highlighting: Helps in highlighting specific data ranges or values.
3. Non-Invasive: Does not alter the actual data values.

2) Using Custom Number Formats

Custom number formats allow you to display numbers in a specified format without changing the actual number. This method is highly versatile and can be tailored to different needs.

Step 1: Open Your Excel File

• Open the Excel file that contains the numbers you want to format.

Step 2: Select the Cells

• Highlight the cells you want to apply the custom format to.

Step 3: Open the Format Cells Dialog Box

• Right-click on the selected cells and choose Format Cells.
• Alternatively, press Ctrl+1 to open the Format Cells dialog box.

Step 4: Choose Custom Category

• Click on the Number tab.
• Select Custom from the list of categories.

Step 5: Enter Custom Format

• In the Type field, enter a custom format. For example:
  • To round to one decimal place, enter 0.0.
  • To round to the nearest whole number, enter 0.

Step 6: Apply the Format

• Click OK to apply the format.

Example

Here’s a practical example demonstrating custom number formats:

In this table, you can see how different custom formats are applied to the same set of numbers.

Benefits of Custom Number Formats

1. Flexibility: Tailor formats to specific needs.
2. Consistency: Ensures consistent data presentation.
3. Professional Appearance: Enhances the overall presentation of data.

Final Thoughts

Rounding numbers in Excel without using a formula is not only possible but also straightforward with the right techniques. Whether you use the Increase/Decrease Decimal buttons, Format Cells, Conditional Formatting, or Custom Number Formats, each method offers unique benefits and applications.

Vaishvi Desai

Vaishvi Desai is the founder of Excelsamurai and a passionate Excel enthusiast with years of experience in data analysis and spreadsheet management. With a mission to help others harness the power of Excel, Vaishvi shares her expertise through concise, easy-to-follow tutorials on shortcuts, formulas, Pivot Tables, and VBA.